Terms of service

The agreement between you and KleanProof. We've kept it in plain language — if something here isn't clear, ask us and we'll explain it.

Effective August 5, 2026

The short version

This summary is here for convenience — the sections below are the ones that actually apply.

Your data stays yours
Inspections, photos, tickets, and site records belong to your organization. We host and process them so the service works — we never sell them.
Free for 30 days
Every workspace starts with a 30-day trial. A card is required to begin it, but nothing is charged until the trial ends. Cancel before then and you pay nothing.
You manage your people
The administrator who sets up a workspace decides who joins, what they can see, and who gets emailed or texted. Adding someone means you have the right to contact them.
AI helps, it doesn't decide
Translation, report writing, and checklist import are assistive. Always have a person check the result before acting on it.

1. This agreement

These terms are an agreement between KleanProof ("KleanProof", "we", "us") and the organization using the service — and, where they apply personally, the individual people who sign in.

By creating an account, accepting an invitation, or using the web or mobile app, you agree to these terms. If you're accepting on behalf of a company, you confirm you're allowed to bind that company. If you don't agree, don't use KleanProof.

Our Privacy policy is part of this agreement and explains how information is handled.

2. What KleanProof is

KleanProof is a site-inspection and quality-control tool for commercial cleaning and facility-management teams. It has two parts:

A mobile app inspectors use in the field to walk a site, rate each area and task, photograph deficiencies, and submit results — including while offline, syncing when a connection returns.
A web app supervisors and administrators use to set up customers and sites, build checklists, schedule inspections, work deficiency tickets, run reports, and share results with their own customers.

KleanProof is a record-keeping and coordination tool. It is not a certification body, a health-and-safety inspection service, or a compliance authority, and a KleanProof score or report is not a legal certification of any kind. The judgments recorded in it are your team's judgments, and any decision you make from them is yours.

3. Workspaces, accounts, and roles

Everything in KleanProof lives inside a workspace — one organization's own sites, people, and records, walled off from every other workspace. The person who creates a workspace becomes its administrator and is responsible for what happens in it.

Administrator / ownerSets up the workspace, adds sites and customers, invites the team, manages billing, and can remove anyone. Whoever creates the workspace is responsible for it.
Supervisor / facility managerUses the web app to set up sites, review inspection results, run reports, and work tickets. Supervisors occupy the paid seats on your plan.
InspectorUses the mobile app to carry out inspections in the field, capture proof photos, and raise deficiencies.
Front-line staff (no login)Cleaners and site staff who receive deficiency reports and fix-and-prove links by email or SMS. They don't have accounts and don't use a seat.

Keep your sign-in details private, use a real work email, and tell us promptly if you think an account has been compromised. Accounts are for one person — sharing a login between people isn't allowed. You're responsible for what happens under your account, and administrators are responsible for the people they invite.

KleanProof is a workplace tool for adults. You must be at least 16 to hold an account.

4. The people you add

KleanProof sends email and SMS to people your team enters — supervisors, inspectors, site contacts, and front-line cleaning staff who never sign in but receive deficiency reports and fix-and-prove links.

When you add someone's name, email address, or phone number, you confirm that you have the right to hold their details and to contact them about work, and that you'll honour it if they ask to stop being contacted. Keep the directory current — remove people who leave. Anti-spam rules (including Canada's CASL and equivalents where you operate) are your responsibility for the messages you trigger.

5. Plans, trials, and payment

Paid plans, prices, and what's included are listed on our pricing page. Here's how billing works:

Free trial. Every new workspace gets 30 days free. A payment card is required to start the trial, but nothing is charged during it. Cancel before the trial ends and you pay nothing.
Auto-renewal. When the trial ends, the plan you picked starts and renews automatically — monthly or yearly — until you cancel. Annual plans are charged for ten months up front and cover twelve.
Seats. Each plan includes a set number of supervisor seats. Field inspectors and no-login front-line staff don't consume supervisor seats. If you need more seats, move up a plan.
Payments. Card payments are processed by Stripe. We don't see or store your full card number. Prices are shown in Canadian or US dollars depending on where you are, and are exclusive of taxes unless stated otherwise — applicable taxes are added at checkout.
Cancelling. Cancel any time from Billing in the web app. Your workspace keeps working until the end of the period you've already paid for, and we don't refund the remainder of a period unless the law requires it.
Failed or late payment. If a payment fails, we'll try again and let you know. If it stays unpaid, we may suspend access to the workspace until it's settled. Suspension doesn't delete your data.
Price changes. We may change prices, but not mid-term. We'll give at least 30 days' notice before a change applies to your next renewal, and you can cancel before it takes effect.

6. Your content

Inspections, photos, checklists, tickets, comments, site and customer records, and everything else your team creates in KleanProof is your content. As between you and us, it belongs to your organization.

You give us permission to host, store, back up, transmit, and display that content — and to process it — strictly so we can run the service for you: syncing a submitted inspection, generating a report, delivering a notification, translating a message you asked to translate. That permission ends when the content is deleted, apart from routine backups that age out.

We don't sell your content, and we don't use it for advertising. You're responsible for making sure you have the right to upload what you upload — including photos taken inside your customers' buildings.

8. AI features

KleanProof uses AI in a few specific places:

Translating tickets, comments, and messages between languages
Reading a cleaning schedule or contract you upload and turning it into a draft checklist
Suggesting tasks for an area, and editing a checklist from a chat instruction
Writing cross-site summary reports from your inspection history
Answering product questions in the support chat before a person picks it up

These features send the relevant text or file to a third-party AI provider (currently Google) to produce the result. AI output can be wrong, incomplete, or misleading — a translated message can lose nuance, an imported checklist can miss a line of a contract, a generated report can misread a trend. Always have a person check AI output before relying on it, and never treat it as the sole basis for a contractual, safety, disciplinary, or compliance decision. AI features are provided as they are, may change, and may be limited to keep costs sane.

9. Acceptable use

Don't use KleanProof to:

Break the law, or use KleanProof to harass, intimidate, or unlawfully monitor anyone
Upload someone's personal information without the right to do so, or contact people who haven't agreed to hear from you
Share one login between multiple people, or resell access to your workspace
Try to access another organization's workspace, probe our security, or work around limits in the service
Copy, reverse-engineer, or scrape the software, or use it to build a competing product
Upload malware, or anything that could damage the service or the people using it

If something you're doing threatens the service or other people using it, we may act immediately — including suspending access — and we'll tell you why.

10. The mobile apps

We grant you a personal, non-transferable licence to install and use the KleanProof inspector app on devices you control, for as long as your organization's account is in good standing. The software stays ours.

The apps are distributed through the Apple App Store and Google Play, and their store terms apply alongside these. Apple and Google are not parties to this agreement and aren't responsible for the app or for support. You're responsible for your device, its security, and any mobile data charges — inspections with photos can move a lot of data.

The app requests camera, photo, location, and notification permissions for specific features, each explained in the Privacy policy. You can decline or revoke any of them in your device settings; some features won't work without them.

11. Availability and changes

We work hard to keep KleanProof up, but we don't promise uninterrupted service. Maintenance, outages at our providers, and problems on your own network can all interrupt it. Drafts started on the mobile app are held on the device and sync when a connection returns, but no offline system is perfect — keep that in mind before wiping a phone with unsynced work on it.

The product changes constantly: we add features, improve them, and occasionally retire ones that aren't earning their place. We won't remove something central to your plan without reasonable notice.

12. Support access to your workspace

To investigate a problem you've reported, or to help set your workspace up, a member of the KleanProof team may need to view your workspace as one of your users would see it. Access is limited to the people who run the platform, is logged, and is used only to operate and support the service — never to snoop, and never to share your data with anyone else.

13. Ending the agreement

You can leave any time. Cancel your subscription from Billing, or ask us to close the workspace. Individual people can delete their own account from Settings in either app.

We can end it too — if fees go unpaid, if these terms are seriously or repeatedly broken, or if we're required to by law. Except in urgent cases we'll give you notice and a chance to fix the problem first.

When an agreement ends, access to the workspace stops and it may be retired from active use. Your records aren't deleted the moment you cancel — export anything you need, and contact us if you need a copy or want the workspace permanently deleted. Retention and deletion are covered in the Privacy policy.

14. Services we depend on

KleanProof runs on third-party infrastructure: hosting and storage, payment processing, email/SMS/push delivery, AI processing, and the mobile app stores. We choose these providers carefully, but we're not responsible for their outages or their own terms, and we may change providers as the product evolves.

15. Warranties

KleanProof is provided "as is" and "as available." Beyond what these terms say, and to the fullest extent the law allows, we disclaim all other warranties — including implied warranties of merchantability, fitness for a particular purpose, and non-infringement. We don't warrant that the service will be error-free, or that inspection scores, report figures, or AI output will be accurate or fit for any particular decision.

Nothing here removes rights you have under consumer protection law that can't be waived.

16. Limitation of liability

To the fullest extent the law allows, neither party is liable for indirect, incidental, special, or consequential losses — including lost profits, lost contracts, lost customers, or lost or corrupted data — arising from the use of KleanProof.

Our total liability for any and all claims relating to the service is limited to the amount you paid us in the twelve months before the event that gave rise to the claim. If you're on a free trial and have paid nothing, that amount is CAD $100.

17. Indemnity

You'll defend and indemnify us against claims arising from your content, from your use of KleanProof in breach of these terms or the law, or from a dispute between you and one of your own customers, staff members, or contractors about what a KleanProof record shows.

18. Changes to these terms

We may update these terms as the product and the law change. For material changes we'll give reasonable notice — by email to workspace administrators, in the app, or both — and update the effective date at the top. Continuing to use KleanProof after a change takes effect means you accept the updated terms. If you don't, cancel before then.

19. General

These terms, together with the Privacy policy and any order or plan you've agreed to, are the entire agreement between us on this subject. If any part of them turns out to be unenforceable, the rest still stands. Not enforcing something right away doesn't mean we give up the right to enforce it later. You may not transfer this agreement without our consent; we may transfer it as part of a merger, acquisition, or sale of the business.

These terms are governed by the laws of British Columbia, Canada and the federal laws of Canada that apply there, and the courts of British Columbia have jurisdiction over any dispute — without affecting mandatory protections in your own country of residence. Before filing anything, please talk to us: most problems are faster to fix by email.

20. Contact us

Questions about these terms? Email info@kleanproof.com or visit our support page.